The Administrative Assistant will: 

• Provide administrative and secretarial support to the Ethics Office.
• Ensure timely and high-quality office correspondence and monitor the generic email account of the Ethics Office, identifying items requiring sensitive handling and help ensure that priorities and deadlines are met.
• Manage records effectively, including the establishment and maintenance of a coherent filing system, and ensure the secure handling of confidential documentation.
• Contribute to the production of documentation by reviewing, proofreading, and editing materials originating from the Ethics Office—often of a confidential or urgent nature—including memoranda, reports, working papers, meeting minutes, PowerPoint presentations, and Excel worksheets.
• Assist in the administration of the Annual Financial Disclosure Programme (FDP), including: a) Liaising with Directors, Human Resources (HR), and other relevant stakeholders to prepare the list of eligible employees; b) Inviting eligible employees to participate in the FDP, sending reminders, and following up to ensure 100% compliance; c) Administering the database (tracking results and statistics); d) Acting as a help desk (via email, Microsoft Teams, and in person) to ensure that eligible employees receive timely assistance.
• Arrange appointments and organize the meeting schedule of the Ethics Advisor; assemble relevant documentation and provide related logistical support.
• Act as the HR focal point for the Ethics Office, including responsibilities related to the employment of consultants (e.g., maintaining attendance records, drafting contract documentation, etc.).
• Assist in the submission and monitoring of purchase requests and purchase orders for the procurement of goods and services for the Ethics Office, using the enterprise resource planning system (Quantum).
• Coordinate travel arrangements, including preparing travel authorization requests, booking hotel reservations, arranging visas, and processing travel expense claims.
• Maintain office supply inventory and coordinate repairs for office equipment (e.g., printers, photocopiers), as well as liaise with building management for other facility-related requests.
• Facilitate prompt and efficient IT support for the Ethics Office by liaising with, clarifying issues for, and coordinating with Help Desk staff in the ICT Section.
• Liaise with the Languages and Publications (LP) Section to ensure the accurate and timely translation and production of the Ethics Office's Annual Report and other materials.
• Facilitate prompt and efficient IT support to the Ethics Office by liaising, clarifying and coordinating with help desk staff in ICT;
• Liaise with Languages and Publications (LP) to ensure accuracy/timely translation/production of the Annual Report of the Ethics Office and other material; and
• Perform other duties as assigned.
   

• A minimum of six years of experience in secretarial and administrative work.
• Extensive experience in handling confidential information, preparing notes, correspondence, presentations, and reports, as well as proficiency in using IT tools (e.g., web-based systems, Microsoft Office, SharePoint, Windows 10, etc.).
• Excellent communication skills and the ability to collaborate effectively with a wide range of individuals to provide comprehensive support services.
• Strong sense of confidentiality and discretion in handling sensitive matters.

Desirable

• Experience working with an international organization, preferably within the United Nations (UN) system, including ICAO.
• Knowledge of UN ethics, standards of conduct, ethics and compliance, and/or protection against retaliation.
• Experience in data collection and analysis, as well as in the use of the Quantum system.
• Front office experience, including direct interaction with internal and external stakeholders.